The Playbooks Manager is where users are managed, team plays can be created, auto-enrollment can be set for Plays, and other account settings can be configured.
Note: The Playbooks Administrator (described in Step 3 of the Setup Guide) needs to be the first user to login to the Playbooks Manager and Authorize.
One Time Setup wizard
The wizard will walk a new user thru 1) initial authorization, 2) team setup, 3) creating a play. The first 2 are critical actions for an administrator to complete.
1 - AUTHORIZATION
Browse to playbooksmanager.insidesales.com, login with the Playbooks Administrator's email address and newly created password, or use the “Sign On with Dynamics” button.
The setup ribbon will appear for first time setup and prompt the Playbooks Administrator to connect to Dynamics.
This process directs the user to CRM authorization endpoint, where you must enter the credentials of an Office365 Global Administrator in order to complete authorization. (Playbooks/ISDC does not see or save user credentials.)
(Above: The credentials entered above must be for an Office365 Global Administrator. You may need to select the option to "Switch Accounts" in order to enter different credentials.)
Immediately following authorization, the Playbooks Administrator is presented with a window to enter the Dynamics credentials for the non-interactive user.
- Username: Type the username for the Dynamics non-interacitve user
- Password: Dynamics password for the user
- URL of Dynamics CRM: Navigate to a browser tab with the Dynamics CRM open, copy the URL, then paste it into this field. The Manager App will automatically truncate the URL to the format: https://[CRMorg].crm.dynamics.com
After submitting the above information the Playbooks Admin will receive a Success message.
With the Dynamics non-interactive user saved on the Playbooks System User page, the two systems will be able to sync and read data bidirectionally.
2 - TEAM SETUP
The second step in the setup wizard will prompt you to create a Playbooks Team. Since this is the first team to be setup, you must first decide if Playbooks teams will align with Dynamics Access Teams, Ownership Teams, or Manager.
Recommendation: Create your first team for other Admins or Managers that will need advance access to the tool.
After you’ve created the Playbooks Team, and clicked Done, you can then invite individual users to be added to Playbooks.
Simply, check the box next to the users you wish to add, then click the ‘Send Invitations’ button.
If you don’t click the ‘Send Invitations’ button, your changes will not be saved. You will know it was successful if you get the ‘Success’ message that users were provisioned.
3 - Adding a Play
The third and final step of the wizard is to add a play. Playbooks allows sales organizations and teams to follow their specific sales motions with customized Plays, or workflows, for different teams, market segments, product lines and so on. Customized Plays prescribe the next best action to take to engage a prospect and help enforce best practices.
Play creation and play management is usually completed by managers and team leads. Therefore, the Integration User can skip past this final step by clicking the “Close the Setup” button on the Setup ribbon.
If, however, the Integration User will be adding Plays, they can use this article as a guide.
Additional Playbooks Settings
In the Playbooks Manager, click on the Settings tab, and you will find four additional sub tabs: Call Recording, Email, Do Not Track, and Permission Groups. The Integration User should configure these additional settings during first time setup or as soon as possible.
1. Call Recordings. Enable call recordings for the account and manage any exceptions from this page.
2. Email Service Provider. Specify which email service provider users will connect Playbooks to. This is necessary for email prospecting activities.
If Microsoft Exchange Server or Other SMTP Server is selected you will need to provide additional server information. Consult this article for details.
If O365 is selected you will need the administrator to log into their Azure Active Directory and enable the admin consent for the Playbooks. Consult this article for details.
3. Do Not Track / Whitelist IP addresses. Playbooks has a built-in feature to notify reps when a prospect has opened an email. While some protocols are in place to prevent false positives, for best results it is recommended to list the IP range(s) of your company.
To add an IP address to the list, click the green “+” bubble in the top right corner. You can then enter a singular IP address or a range of IP addresses.
4. Permission Groups. Specify the access that various user groups need so that when you add users later you can easily select which level of access they should have.
- Bookmark playbooksmanager.insidesales.com. You may need to edit the bookmark to EXCLUDE the appended session info.
- First create teams and add other administrators and managers that will need access to Playbooks. Do not add basic end users until immediately prior to launch date.
- Verify that Playbooks users (reps) have a person listed in the "Manager" field in Dynamics
- Verify that Playbooks users (reps) have a valid email address with the same email domain as the System Admin listed in the "Primary Email" field in Dynamics.